[IARA - County/Local Records Custodians] Monthly Bulletin and Chat Invitation December 27, 2023
Indiana Archives and Records Administration sent this bulletin at 12/15/2023 02:00 PM EST
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⛄🤶🎄🎅 Delightful December, Records Custodians! 🎅🎄🤶⛄
We made it to the final month of 2023, how exciting! I hope all of you are ready for that winter wonderland that I'm sure is coming to Indiana this winter solstice season. Having been raised in Florida, I'm thankful I get to experience the change in weather now, even if I'm freezing! For me, December is full of preparation for 2024. Like I said, we just got married so we are unpacking the wedding presents, sending out thank you notes, as well as doing loads of laundry from the honeymoon along with decorating the house for Christmas! A lot to do this month for me, and I hope you all embrace the festive spirit of this month too!
Last Month's Bulletin
In the November bulletin, discussion topics included the No November 29th Monthly Chat, approved and newly updated retention schedules for Clerks (CL), Recorders (RE), and Public Safety Agencies (PSA), along with the 2024 trainings IARA will conduct for those updates virtually at 10 a.m. eastern on 1/26 for RE, 2/23 for CL, and 3/22 for PSA. If you would like to register for any of these trainings, please email the phrase, "Register me for the {insert name of schedule here} training." to cty@iara.in.gov.
To view past bulletins and chats, go to our RM Bulletins and Chat Archive webpage.
News You Can Use: 2024 Monthly Chat Schedule
2024 Monthly RIM Teams Chats for County/Local Offices
Almost always the last Wednesday of the month at 11 a.m. eastern on Microsoft Teams
January 31 (Madison Young will be hosting!)
February 28
March 27
April 24
May 29
June 26
July 31
August 28
September 25
October 30
December 4 (1st Wednesday)
News You Can Definitely Use: Critical Records Program Survey
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In November, IARA's RIM staff hosted a webinar to tell both state agencies and county/local offices about the brand new Critical Records Program. We sent out a survey about the webinar afterwards.
Please fill out the survey! We added some questions and would like to know if you all as county/local offices are interested in a follow-up Q & A on the critical records program due to the abundance of questions at the end of the webinar. I know we weren't able to get to everyone's questions so this Q & A would be an opportunity specifically for county/local offices to ask! |
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My Personal News: Wedding and Honeymoon!
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RM Topic of the Month: Help Needed as Taskforce Members!
As 2024 begins, we are continuing a goal to update and improve county/local retention schedules. RIM would like to update in 2024 the Township Trustee (TT), the Cities & Towns (CT), and Zoning, Planning, Development, and Enforcement (LAND) retention schedules.
IARA begins the process of updating retention schedules by creating taskforces of IARA staff along with individuals associated with the records in those schedules. So, we are hoping to recruit township trustees, employees of cities and towns who deal with records management frequently, and members of zoning or development boards.
If you know anyone or you yourself would like to help on a taskforce, please let me know by emailing achristiansen@iara.in.gov!
What is required of me to help on a taskforce? Not much! Taskforces will meet once a month on Microsoft Teams until the taskforce feels the new draft of the retention schedule is ready for approval. At the meetings, we usually go over the retention schedule and look for any changes, any records missing, etc. to add to the draft. You can participate as much or as little as you like.
*CCPR secretaries, please forward this email bulletin to your township trustees, cities and towns, and any zoning, planning, development, and enforcement boards in your county accordingly.*
December Records Custodians Chat
Our next Records Custodians Chat will be happening on December 27th.
Meeting Information
Date: December 27, 2023
Time: 11 a.m. to 11:30 a.m. EST
Place: Microsoft Teams
About the Meeting
This 30-minute meetup is an informal setting in which to ask questions or talk about records management concerns; normally I'll begin by introducing any IARA colleagues attending, talk a bit about the topic of the monthly bulletin and make any announcements, then open things up for questions and discussion.
I've included an agenda to help keep me us all on topic, so there'll be plenty of time for your questions and records management discussion once Amy remembers to click Mute!
Adding Yourself to the Meeting Invite List
✉ Desktop Outlook
- Save the attached file to your desktop.
- Make sure Outlook is open.
- Double-click the .ics file.
- Outlook will open it up as a traditional meeting invitation.
- Click "Accept" to add it to your calendar.
- Because this meeting is recurring, you should never have to add yourself again.
✉ Outlook on the Web
- Save the attached file to your desktop.
- In your web version of Outlook, go to the Calendar page.
- Choose "Add Calendar," then in the left pane, "Upload from file."
- Click "Browse" and find the .ics file, then click "Open."
- Choose a preferred calendar from the dropdown list. (Even if you only have one.)
- Click "Import."
- Outlook will add the meeting to your calendar.
- Because this meeting is recurring, you should never have to add yourself again.
Meeting-Up in MS Teams
Are you new to using Microsoft Teams? No worries, IARA can help you navigate.
MS Teams is a collaboration app that many state agencies are now using to stay organized and have conversations with colleagues inside and outside of the agency.
But if your agency doesn't use Teams? No worries. You don't need to have the software installed on your computer to participate in a Teams call.
To Join the Meeting By Phone
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Dial 317-552-1674 at the designated meeting time, then enter this PIN when prompted:
614 865 189#
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We'll let you into the meeting.
To Join the Meeting by Computer
- Click meeting link here at the designated meeting time.
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A new tab or window will open in your default web browser. From there:
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Choose the option to join on the web if you don't normally use Teams, then click "Join now."
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Join through your desktop or mobile application if you're familiar with using Teams and would prefer that to the web version.
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Choose the option to join on the web if you don't normally use Teams, then click "Join now."
If you have other questions about how to use Teams, or about the meetup, just contact me and we'll figure things out together!
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AMY CHRISTIANSEN
Records Management Liaison
Indiana Archives and Records Administration
o: 812-929-3882
a: 402 W Washington St, Room W472, Indianapolis, IN 46204